Setting Up Low Stock Alerts in QuickBooks Online
Learn how to create reorder points for inventory items, monitor low stock signals, and generate purchase orders directly from QuickBooks Online to avoid running out of essential products.
QuickBooks Online users often ask how to receive timely warnings when inventory falls below a desired level. Without a clear signal, businesses risk stockouts that can delay orders and disappoint customers. The solution lies in defining reorder points for each product and using the built‑in low stock and out of stock filters to see what needs replenishing. Once the thresholds are set, QuickBooks flags items that require action and lets you create purchase orders in a few clicks. The following steps show how to configure alerts, monitor stock levels, and complete the reorder process from start to finish.
Setting reorder points for new products
When you add a new item to the product list you can enter a reorder point right away. Open the Sales & Get Paid area, choose Products & services, and click New. In the product details form locate the Reorder point field and type the quantity that should trigger a reorder. Save the item. The threshold is now stored and QuickBooks will compare current on‑hand quantities against this number each time the inventory changes.
Editing existing products to add reorder points
Items already saved may lack a reorder point, leaving you without automatic alerts. To add one, navigate to All apps, then Sales & Get Paid, then Products & services. Find the product you want to update and select Edit in the Action column. In the edit screen locate the Reorder point field and enter the desired threshold. Save and close the record. Repeat this for any other products that need a reorder point defined.
Monitoring low stock and out of stock items
After reorder points are in place, QuickBooks displays low stock and out of stock indicators at the top of the Products & services page. To view the underlying list, click See all next to Low stock or Out of stock. This opens a filtered view showing only items whose quantity on hand has fallen below the reorder point or reached zero. You can sort the list by product name, quantity on hand, or vendor to prioritize which items to address first.
Creating purchase orders from low stock alerts
When you have identified the products that need replenishing you can generate a purchase order directly from the filtered list. Select the checkboxes beside the items you wish to order from the same vendor. With the items highlighted, choose Batch actions and then Reorder. QuickBooks creates a purchase order that includes the selected lines. Open the purchase order to verify quantities, add any additional items needed from that vendor, and fill in required fields such as date, shipping address, and payment terms. Once the order looks correct, select Save and send to transmit it to the supplier.
Completing the reorder process
If you will pay the vendor later, convert the purchase order to a bill by selecting Create bill from the purchase order screen. If you have already paid for the goods, create a check or an expense instead. Both options link the transaction to the original purchase order, keeping your audit trail clear. After the bill, check, or expense is saved, the inventory quantities update automatically when you receive the goods, completing the cycle of low stock detection, ordering, and receipt.
Tips for maintaining accurate reorder levels
Regularly review sales trends and lead times to adjust reorder points as demand changes. If a product begins to sell faster than expected, increase the threshold to avoid frequent stockouts. Conversely, for slow‑moving items you may lower the point to reduce excess inventory. Keep the product list tidy by archiving items you no longer sell, which prevents stale entries from appearing in low stock filters. Consistent updates ensure the alerts remain relevant and help you make informed purchasing decisions.
By defining reorder points, monitoring the low stock and out of stock signals, and using the batch reorder feature, QuickBooks Online users can keep essential inventory on hand without manual spreadsheets or guesswork. The process works the same in QuickBooks Online Plus and QuickBooks Online Advanced, providing a reliable way to avoid stockouts and maintain smooth operations.